A sure way to add some excitement to company events, as well as to make them more pleasant and amusing, is to plan and host an outdoor event. Nice weather and fresh air are perfect ingredients for having a relaxed and festive atmosphere, and it is more likely that attendees will look forward to coming to this event, instead of just showing up out of obligation. However, planning an outdoor event can be challenging, simply because it is somewhat different and more difficult than organizing indoor events. So many things to take care of, starting from weather and logistics to safety and sanitation, but worry not. Here are some helpful tips on how to plan this event like a pro.
Set the location
Not every outdoor area is event-friendly, so be smart when choosing the right location. Outdoor events offer countless possibilities, from a picnic by the lake to a cocktail party on a luxurious ranch. However, if you hesitate to bring guests, equipment, and suppliers to the uncommon area, perhaps it would be best to stick with existing outdoor facilities. It will simplify the entire process, while you will get the best of it.
Get all permissions you need
The last thing you need is some people with badges shutting your event and sending people home because you didn’t get the permission from local authorities to organize an event on the specific premises or to supply alcohol. Same goes with the broadcasting of copyrighted material. Make sure to obtain relevant permits as soon as you know the location and the date of the event.
Learn more about local restrictions
Every town has its ordinances, so find out what are noise restrictions as well as if there are any regulations on the number of seating, selling tickets, etc. Keep in mind that noise restrictions apply to loud music, but also the equipment (generators), audience, fireworks, etc. Events, especially big ones, are a source of noise disturbance. See if there are more permissions to obtain, or it is more of following regulations.
Make it visual and put it on a paper. Sketch the premises and mark everything, starting from parking to guest area. Plan every detail and make sure to know each spot, where you will place equipment, toilets, food, drinks, as well as if there is enough space for parking and unloading suppliers trucks. Also, understand that it will take time load in and set up power and arrange other elements, as well as to load out and clean up.
Electricity and the right equipment
Since you need to have access to electricity on site, make sure to get extension cords, cables, duct tapes and a portable power generator in case something goes wrong. Determine how many power stations you will need, for instance, a DJ and sound equipment, food stations, coolers, coffee makers, lights, outdoor air conditioners, etc.
Hygiene standards and sanitation
Same as with any other venue, you should provide your guests with decent restroom facilities and sanitation units. Ensure there is plenty of hygiene accessories like sanitary bags and bins, and make sure you get at least one easy accessible toilet that offers more space for wheelchairs or those guests who attend the event with small children.
Make your event safe and secure
If your event is out in the open, consider making use of portable temp fence panels to enclose the area. Regardless of the size of the event, it would be a clever thing to hire a security company. Not only it is one less thing to worry about, but rest assured that your attendees and equipment will be safe, while uninvited guests will remain outside. Also, take necessary measures in case of emergency and make a thorough safety plan.
Make your guests feel comfortable
Comfort is not only about having a place to sit or soft cushions on your guest’s backs. Being outdoors brings the number of annoyances like direct sunlight, bugs, mosquitos, heat, etc. Provide shade and sunscreen and keep the drinks cold and at hand. Also, hire exterminators to clean the area and have electric fans that will keep flies away.
Check the weather, but expect rain
Always have a plan B when organizing an outdoor event. Make use of portable pavilions whether to keep your guests out of the rain or to provide shade during the day.
Although planning an outdoor event is demanding, know that you have a great advantage on your side – outdoors. Remember that planning event is not only about creating a space for people where they will meet, but also creating an atmosphere. Follow these tips, but dare to come up with more ideas in the process. Take care of the basics, and the rest will fall in the place.